Manage Programs

Programs generally refer to the degree programs offered by an institution and may be used to display information about a degree program to a student. Degree Programs provide a starting point for creating an audit request, but are not required. CollegeSource staff will reach out to those schools without degree audits who don't have a program list so we can help create one.

NOTE: The Manage Programs functionality is restricted to School Administrators and Program Administrators only.

Programs may be managed from the Program Setup drop-down menu:

We recommend institutions provide us with their program information, regardless of not providing degree audits.

The Manage Programs page displays a list of found programs:

New in 1.9  Delivery type is now displayed on the Manage Programs page

In the student's Transferology application, a view of the list of programs for an institution may appear similar to the screenshot below:

NOTE: To view details about the audit requests, see Pending Audit Requests

Manage Programs Fields

NOTE: This is not the Program's import/export format. Click here to view details on import/export.

The degree program details display in fields that are customizable on this page.

Name

  • Screenshot

Description

Name Name of the degree program. Since all program names must be unique, adding the college and/or academic area into the program's name can help students find their desired program.
Code Degree program code at your institution
Status Status of the degree program
Visible: Everyone sees, so students will be able to click
Test: Visible in the Transferology Lab only
Program Only: Students can view in the list of programs offered, but not on the audit that's run
Terms Offered Terms the degree program is offered
  • All
  • Since <Month> <Year>
  • Before <Month> <Year>
Degree Type Type of degree program
  • Certificate
  • Associate
  • Bachelor
  • Master
  • Doctorate
  • Other 
Program Offered Type of program offered
  • On Campus
  • Online
Run Program Quick link to run an audit on the selected program
See Run Program section (below)
Edit Program Edit the selected program
See Edit Program section (below)
Delete Program Delete the selected program

Run Program

The  Run Program button generates a series of questions in pop-up windows for the user to navigate through that gather information to run the selected program (in the example below, Anthropology). The last pop-up displays a disclaimer regarding passing grade definitions.
NOTE: The [ ] checkbox regarding passing grade  must be checked, at minimum, for the green Run Audit button to be accessible

A green bubble will momentarily display in the upper right corner of the application window if the selected program has been successfully run:

The user can "click here to view" the run program within the confirmation bubble, when ready.

My Program Requests

The program run will populate at the top of the program requests list on the My Program Requests tab (Advising & Recruiting tab, Programs):

The table allows users to see an overview of their associated program requests. Use the  Refresh button to update the Status column.

My Program Requests Fields

Field

Screenshot

Description

Time
Date (M/DD/YY) and time stamp of the program run
Program Click on a hyperlink in the Program column to view the audit analysis for the selected program

NOTE: Only program names listed in underlined text are hyperlinks. A program name displayed in plain text indicates that it is still in-progress (not ready to view). Click the Refresh button to move the Status to complete.


School

Lists the school that the Program Request is generated from

Student
In applying courses to a program, the Administrator may opt to 'Include a Student's Coursework.' If so, the Student name populates this Student field.

NOTE: The Student field is optional and cannot be selected when the Bundle field is specified.
Bundle
In applying courses to a program, the Administrator may opt to 'Include Courses From a Bundle.' If so, the Bundle name populates this Bundle field.

NOTE: The Bundle field is optional and cannot be selected when Student field is specified
Viewing Other Courses From In applying courses to a program, the Administrator may opt to 'View Other Courses From' another school to apply to a program. If so, the school name populates this Viewing Other Courses From field.

NOTE: Viewing Other Courses From field is optional
Status In-progress:  Complete: 
A spinning in-progress icon indicates that the Program Request is still processing and not ready to view


A checkmark icon indicates that the Program Request is completed and ready to view
Email All Student Courses Program Request button (envelope)
Click the envelope button to e-mail a selected program plan using the Send Program button
Remove All Student Courses Program Request button (trashcan) Click the  Delete (trashcan) button to remove the program plan from the Program Requests list. A red alert bubble momentarily appears in the upper-right part of the screen near the username.
Refresh Button
  


Click the  Refresh button to update the list of programs on the My Program Requests tab.

Click the hyperlink of the program name to view the audit. For example, an audit for the Agronomy degree at The Ohio State University is illustrated below:

Edit Program

Edit a program using the  Edit button. The Program window displays with fields for managing the degree program details that display on the Manage Program page:

Program Fields

NOTE: These fields do not represent the import/export file format. To view the file format, see the Programs Import/Export Record Format section (below).
Field Purpose Restrictions
Name* Program name (Display only) Required 
Max length 150
Code* Degree program code as it is used in the degree audit system; equivalent to DPROG in u.achieve/DARwin encoding. Also used when linking questions to programs. Code matches to the description field of a question. Required
Max length 20
Status Determines who sees the program in Transferology and whether audits can be run for this program. Drop-down menu options include the following:
    Visible (default): students will be able to see and click
    Test: never shown to students, admin only can view in the Lab
    Program List Only: use when not using degree audits, but a list of programs offered
Required
    Visible
    Test
    Program Only
Degree Type Display only. Drop-down menu options include the following:
    Associate
    Bachelor
    Certificate
    Diploma
    Master
    Doctorate
    Other
Required
    Associate
    Bachelor
    Certificate
    Diploma
    Master
    Doctorate
    Other
CIP Code Classification of Instructional Programs (CIP) Code Max length 7
COM Override Schools with integrated audits can use an instcd when submitting audit request only when different than the school's instcd Max length 6
Program Offered Select a checkbox to indicate how the selected program is offered:
    On Campus
    Online
NOTE: User is not required to check either option; user may select both options
First Year Term Offered* Helps determine the year term submitted with an audit request (default is 000000, beginning of time)

NOTE: Entering any term other than the default 000000 in the First Year Term Offered field requires building that term into the Year Term Conversions table that is accessible from the School Profile menu for the School Administrator role.
Required
Must be 4 digits followed by 0-2 digits or letters
Last Year Term Offered* Helps determine the year term submitted with an audit request and whether the program should be visible in Transferology (default is 999999, end of time)

NOTE: Entering any term other than the default 999999 in the Last Year Term Offered field requires building that term into the Year Term Conversions table that is accessible from the School Profile menu for the School Administrator role.
Required
Max length 6
Must be 4 digits followed by 0-2 digits or letters
URL URL linking to the program description on your website (Display only) Max length 250
Description Short description of the program, or even a generic note, e.g., "Please click the Program information link to the right to see a list of the program requirements on our website." (Display only)

NOTE: If no program description is entered in the Description field, Transferology inputs the following default text into the field: "There is currently no information on this program." Be aware that this message may be potentially misleading to students.
Optional
Max length 500
DegreeWorks Information
College Code College code used when submitting DegreeWorks audits Only shown for DegreeWorks schools

Max length 20
Department Code Department code used when submitting DegreeWorks audits Only shown for DegreeWorks schools

Max length 20
Program Type Program type used when submitting DegreeWorks audits Only shown for DegreeWorks schools

Max length 20
Program Ext Name Program Extension name used when submitting DegreeWorks audits Only shown for DegreeWorks schools

Max length 20

Delete Program

On the Manage Programs page, click the  Delete button associated with a program to remove the selected program. A confirmation window prompts the user to confirm the deletion of the selected program before it's removed from the list of programs: 

Create Program

On the Manage Programs page, click the green  + Create Program button to add a new program. The Program window displays with empty fields for creating the degree program details:

See the table of Program Fields (above).

Import

Import programs into the existing Programs table by clicking the Import button.

 Complete the following fields in the pop-up window (required fields are denoted with a red asterisk *):

  • File to import *
    • Prompts to select a specific file using the Choose File button
  • Format
    • Transferology (recommended)--a simplified version of the u.select format
    • u.select (Legacy)
  • Delimiter
    • Comma (default)
    • Tab
    • Pipe
  • Other Settings
    • [  ]  First row contains column names?
    • [  ]  Delete existing programs?
      • Place a check mark in the box to remove all of the programs currently listed in Transferology for your institution and replace them with the programs in the Import file
      • No check mark in the box will add the Programs in the Import file to those already listed for your institution

NOTE: When importing programs, it is good practice to import the question file FIRST and then the program file to ensure that the questions are linked up correctly with their corresponding programs.

Export

NOTE: Prior to exporting programs, every new school must perform an import (see Import section, above).

Export all of the programs in the Manage Programs table by clicking the Export button.

Pop-up window fields must be completed:

  • File Name*
    • Key in the file name for the program to be exported
      NOTE: The File Name* field generates a default file name that may be customized before export
  • Delimiter
    • Comma (default)
    • Tab
    • Pipe
  • Export Format

The output is a CSV text file with a field delimiter of the user's choosing that may be opened by a text editor, Microsoft Excel, or any application that can read/write text files. For example, the Excel spreadsheet below is populated with the exported programs:

Programs Import/Export Record Format

The new role of Program Administrator offers the ability to import and export programs via flat file, which may be in one of two available formats: (new) Transferology record format or (legacy) u.select schema.

Application:
Terminology:
NEW
 Transferology
"Record Format" *
OLD
u.select
"Schema" *

Programs
    Import
Transferology Programs Import Record Format Legacy u.select Programs Import Schema
Export Transferology Programs Import Record Format Legacy u.select Programs Import Schema

* The use of the term "schema" is being phased out, with new references replaced with the term "record format" to avoid confusion with XML schema.

Both formats–new and old–are recognized and made available in the Lab in an effort to eliminate a school's need to revise current program data export processes from its campus SIS.

Permissions

The status of a program is only one factor that determines whether a student can view that program and run audits with it. Permissions allotted to each role dictate much of what Lab users can (and cannot) access.

NOTE: No program with a last year term in the past will be shown to students in Transferology.

Equivs Public, Programs Enabled, and Audit Run Permissions are school-wide settings that can determine whether a student has access to a program.


Equivs Public Programs Enabled Audit Run Permissions
Result
True True Everyone Students can view programs and run audits with programs marked Visible.
Students can view programs marked Program Only, but cannot run audits with them.
True True Admin-Only
No One
Students can view programs marked Visible or Program Only.
Students cannot run audits with any program.
True False Any setting Students cannot view or run audits with any program.
False True Any setting Students cannot view or run audits with any program.
False False Any setting Students cannot view or run audits with any program.

Complexities arise in the Transferology Lab when user roles come into play.

NOTE: No program with a last year term in the past will be shown to Lab users on the Programs Page or on the school's School Information page in the search results. All programs will appear on the Manage Programs page, regardless of other settings.

In the chart below, an Admin user is defined as a user with any one of the following roles:

  • Superuser
  • CollegeSource User
  • School Administrator (user also needs to be in a group that contains the school)
  • State Coordinator (user also needs to be in a group that contains the school)
  • Program Administrator
Equivs Public

Programs Enabled

Audit Run Permissions

Result

True True Everyone Any user can view programs and run audits with programs marked Visible.
Any user can view programs marked Program Only, but cannot run audits with them.
Admins can view programs and run audits for programs marked Test.
True True Admin Only Admin users can view programs or run audits with any program.Other users can view programs marked Visible or Program Only, but not run audits with any program.
True True No one Everyone can view programs marked as Visible or Program Only.Admins can view programs marked as Test.No one can run audits with any program.
True False Any Setting No one can view programs or run audits.
False True Everyone or Admin Only Admin users can view programs or run audits with any programs.
No one else can view programs or run audits.
False True No one Admin users can view any programs.No one else can view programs or run audits.
False False Any setting No one can view programs or run audits.